HomeMy WebLinkAbout020722ca03 JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
AGENDA REQUEST
TO: Board of County Commissioners 1
Mark McCauley,Interim County Administrator
FROM: Superior Court/Sophie Nordstrom,Court Administrator
DATE: . Fe 6fuu,t1 1.1 A. 21
SUBJECT: JAYS Extended Warranty/Maintenance
STATEMENT OF ISSUE: Superior Court contracts with JAVS to provide maintenance and"help desk"
access for any equipment issues that may arise.As a result,this is the annual request to approve the extended
warranty and maintenance contract.
ANALYSIS: As Superior Court is a"Court of Record", it is imperative that we maintain sound quality and
be able to have assistance quickly should there be an issue with the recording and providing a clear record.
FISCAL IMPACT:
$6500.00 will be funded from SC51221/480000
$1667.00 will be funded from SC51221/310000
Total amount$8167.00
RECOMMENDATION:
We recommend that approval be given for Superior Court to pay the amount of$8167.00 to extend the
above referenced contract to January 31,2023.
REVIEWED BY:
.a 2 /
,./h/
Mark McCauley, erim County Adminisiiii: Date
DocuSign Envelope ID:DE23988C-8DA1-4E8E-B4D1-7CCD97F91EF2
Classic Coverage Extended Warranty, Preventative
lin
NOS
JUSTICE/ 7SOLUTIONS Maintenance and Support Agreement
This Extended Warranty,Preventative Maintenance,and Support Agreement"Agreement"is entered into by and
between Justice AV Solutions"JAYS"and Jefferson County Superior Court"Customer"located in Port
Townsend,WA for the period of February 1,2022,extending through January 31,2023.
WHEREAS,Customer is in possession of the JAYS recording system(s)more particularly identified in
Attachment A"System":
WHEREAS,JAVS will provide the following Extended Warranty Coverage, Preventative Maintenance,Support,
and Services so as to maximize the reliability of Customer's systems(s)"Services;"
NOW,THEREFORE,in consideration of the promises and mutual covenants contained herein,the parties hereby
agree as follows:
A. DEFINITIONS
o CODEC-Technically known as the video conferencing unit(VCU),the codec compresses and
decompresses data for video signals.
o Extended Warranty-Coverage of JAVS provided equipment to include repair or replacement for
a specified period after the expiration of the original warranty.
o Preventative Maintenance(PM)-The scheduled cleaning and adjustment of JAVS provided
systems as outlined in the respective agreement.
o Service-The provision for onsite technical support,user training,and servicing JAYS provided
equipment as defined by the contract.
o Standard Travel-Travel within the contiguous 48 states and within a 150-mile radius(300 miles
round trip)of closest stationed JAVS service technician.
o Support-Remote phone and online troubleshooting and diagnostics.
o Travel Premium-Travel within the contiguous 48 states more than the 150-mile radius(300
miles round trip)from the closest stationed JAYS service technician calculated as a round trip
distance less standard 300 miles divided by 70 MPH times the applicable hourly rate.
o Warranty-Coverage of JAYS provided equipment to include repair or replacement for a period
of 1 year from the date of install.
B. SERVICES
t malfunction orquestions about system operation,the
1. Help Desk Support. In the event of a System(s) Y Pe
the JAVS helpdesk byphone at 877-528-7457 or via email at
Customer is encouraged to contact
g
helpdeskna jays.com Monday-Friday 8:00 am to 9:30 pm EST. Calls after 9:30 pm local time will
normally go to voicemail and be addressed at the beginning of the next business day.JAVS trained help
desk staff to provide immediate troubleshooting,training,and diagnostics on common issues that can be
resolved quickly. JAVS also provides online PC support and training through your internet connection.If
the issue requires an on-site technician,our help desk will gather the necessary contact information
including the: contact's name,phone number,city,system identification number,and detailod description
DocuSign Envelope 10:DE23988C-8DA1-4E8E-B401-7CC097F91EF2
of the issue. The contact information is used by JAYS to log/track issues properly,assign priority levels
based on contract status,and dispatch the appropriate technician to the Customer's location.
2. Response Times. In the event that a component from Attachment A requires an on-site repair to address a
reported issue,JAYS will schedule a visit during regular business hours. The response time is conditional
to the Customer's approved room and equipment availability and the severity of the issue,which is
measured in four priority levels:Urgent,High,Normal,and Supportive.Any variation from the
timeframes referenced below will be discussed and mutually agreed upon by the Customer and JAYS.For
clarification,the priority levels are described in Attachment B.
3. Extended Warranty. Extended warranty is available on JAYS provided and installed equipment less
than 5 years old,based on the date of installation.
JAVS will provide and provision a prolonged warranty on JAVS supplied equipment,both of JAVS
manufacture and third party,outside of the manufacturer's standard warranty. JAYS will attempt to
repair the faulty equipment dependent upon parts and courtroom availability. If the equipment is not
repairable in the field,JAVS at its discretion,will either provide a temporary unit until the original
equipment is repaired and reinstalled,or a permanent exchange will be put in service. If the covered
equipment requiring repair is no longer available or deemed non-repairable,JAVS will be responsible for
the replacement product and all costs associated with its replacement.
Non-warranted equipment;
JAYS provided and installed equipment older than 5 years old,based on the date of installation.
JAVS will attempt to repair the faulty equipment,dependent upon courtroom availability. For non-
warranted equipment,the Customer is responsible for the cost of all repair parts,including shipping.
From time to time,non-warranted equipment may be deemed non-repairable. If the non-warranted
equipment is not repairable in the field,the Customer is responsible for the cost of the replacement
product(s). JAVS recorders older than 5 years old,are not eligible for repair involving part(s)
replacement and require the purchase of a new recorder at client expense.
For replacement items purchased from JAVS,JAVS will provide labor at no charge.
Components of Polycom Video Conferencing Codecs are included with this agreement.The Codec
unit itself has optional coverage directly through Polycom and is separate from this agreement.
After the expiration of the initial warranty separate support coverage is available through Polycom.
If the court wishes to renew the warranty,please reach out to megan.molnar@jays.com to request a
quote.
• 4. On-site Warranty Support. JAVS will provide on-site warranty services,which include removing
equipment and forwarding to the manufacturer for repair,installing loaner and/or new equipment as
deemed necessary by JAYS,and re-installing repaired equipment; on all products listed in Attachment A.
5. Preventative Maintenance. JAVS will perform a bi-annual inspection,review,and operational test of the
System and make adjustments as deemed necessary by JAVS. Preventative Maintenance includes
updating any System software and firmware as required. All Preventative Maintenance will be
coordinated and scheduled with a Customer-appointed representative to occur during regular business
•
DocuSign Envelope ID:DE23988C-8DA1-4E8E-84D1-7CCD97F91EF2
hours. JAVS will provide documentation to the Customer via a Preventative Maintenance form detailing
the status of each system which includes key system information and hard drive capacity of the System.
JAVS will document and test each function/mode of the entire System(s)which includes the automatic
audio and video mixer/switcher,control boxes,microphones,cameras,time and date generator,monitors,
streaming servers,recorders,PA processors,and speakers,private mode feed muting,
playback/presentation,assisted listening devices and audio/video conferencing to ensure proper creation
of the audio/video record and system operation.
C. EXCLUSIONS
Notwithstanding anything to the contrary elsewhere in this Agreement,JAVS shall have no responsibility and/or
liability regarding the following:
1. All video conferencing equipment,bandwidth,network stability,and call quality issues are the
responsibility of the court. *
2. Normal wear and tear items such as backup UPS batteries and projector lamps. *
3. Consumable items such as batteries,CDs,DVDs,printer paper,and print cartridges. *
4. Services,software,hardware,and Operating Systems that are no longer supported by a third party. *
5. Upgrades of Systems that would transition from analog camera systems to digital,or major
software version upgrades,such as AutoLog 7 to AutoLog 8.
6. Vandalism(including inmate abuse),deliberate tampering with the System,intentional or
unintentional damage caused by other contractors/staff,attempted repair and/or maintenance by any
personnel not employed by JAYS. *
7. Repair or replacement of any equipment in the event of damage due to negligence or other claims
covered by Customer's insurance. *
8. Customer-provided or non-JAVS certified equipment,hardware,and software.*
9. Moving of equipment. *
10. Customer requested on-site advanced training.*
11. Repairs and/or service that requires reconfiguring JAVS equipment due to changes made by
Customer's third-party hardware,network,anti-virus settings,or any local IP provider connection
(i.e.change of IP address or network configuration,video conferencing connection issues) *
12. Lost records or data recovery due to equipment failure,computer viruses,or Customer user error.
13. Migration of Customer recordings for archival,retention,and restoration. *
14. Shipping delays for repair, loaner,or replacement parts and equipment.
*Customer approval required to perform services for the indicated Exclusions,which will be billed at current
labor rates plus parts and expenses if applicable.
FEES/PAYMENTS for exclusions
A fee of$150.00 per hour(1-hour minimum)plus*Travel and expenses,will apply for each request for
on-site service for services not covered by this agreement.Travel time is defined as a portal to portal.
D. TERMS
1. Effective Date. The Agreement begins February 1,2022 and will continue for a period of 1 year thereafter.
2. Fees;Payments. In consideration of JAVS provision of the Services,the Customer pays a fixed fee of
3
DocuSign Envelope ID:DE23988C-80A1-4E8E-B401-7CCD97F91 EF2
$8,167.00"Fee"plus any applicable state taxes. Payment of Fee will be made within 30 days from the date
of the invoice.
BREAKDOWN OF MAINTENANCE FEE
Contract Period:February 1,2022-January 31,2023
MAC-00284
Courtroom
Number/Location SID* System Description Maintenance Fee
1 Superior Court SID-01149 JAYS Centro CX Recording System . $ 5,128.00
2 Superior Court SID-01149 Mobile Cart Presentation System .$ 3,039.00
Total $ 8,167.00
n recalculatefees associated with the service ag
reement and
Note:A.JAYS reserves the right to review and g
adjust accordingly for the next contract period.Changes in the pricing of fees reflect added coverage for
new equipment and/or services not previously covered under the service agreement and/or the removal of
equipment that is no longer covered.This review is performed prior to the delivery of the subsequent
agreement and can affect your agreement fees for that period.
3.Billing of Excluded Services.A fee of$150.00 per hour(one-hour minimum)plus expenses will be
charged for any excluded services(Includes Video Conferencing Systems,see Section C.)requested by the
Customer for on-site support.
4.Refunds.Refunds of Fees payable hereunder will be limited to a pro-rated portion calculated per business
day of the total amount paid for the Agreement in the event that the agreed response time is not met.The
pro-rated portion of the Agreement Fees payable to Customer as a refund shall be limited to the number
• of days required to respond that are in excess of the agreed response period.No refund shall be payable
for days that JAVS does not have access to the covered equipment.No refund shall exceed the value of
the Agreement.A request for a pro-rated refund payable to the Customer for a decommissioned
System(s)must be received in writing.
E. NO WAIVER
WHETHER BY CHOICE OR NEGLECT JAVS FAILURE TO ENFORCE ANY TERM,EXCLUSION,OR
LIMITATION HEREIN SHALL NOT BE CONSTRUED OR INTERPRETED AS A WAIVER OF JAVS
RIGHT TO ENFORCE ANY TERM,EXCLUSION,OR LIMITATION CONTAINED IN THIS AGREEMENT.
F. LIMITATION OF LIABILITY
JAVS DOES NOT ACCEPT LIABILITY BEYOND THE REMEDIES SET FORTH IN THIS AGREEMENT
OR ANY LIABILITY FOR INCIDENTAL OR CONSEQUENTIAL DAMAGES,INCLUDING WITHOUT
LIMITATION ANY LIABILITY FOR PRODUCTS NOT BEING AVAILABLE FOR USE OR FOR LOST
DATA OR SOFTWARE. SOME STATES(OR JURISDICTIONS)DO NOT ALLOW THE EXCLUSION OR
LIMITATION OF INCIDENTAL OR CONSEQUENTIAL DAMAGES, SO THE ABOVE LIMITATIONS
MAY NOT APPLY TO YOU.
4
DocuSign Envelope ID:DE23888C-80A1-4E8E-8401-7CCD97F81EF2
G.DISPUTE RESOLUTION
ANY CLAIM,DISPUTE,OR CONTROVERSY,WHETHER IN CONTRACT,TORT,OR OTHERWISE,
WHETHER PRE-EXISTING,PRESENT OR FUTURE,AND INCLUDING STATUTORY,COMMON LAW,
INTENTIONAL TORT,AND EQUITABLE CLAIMS AGAINST JAYS arising from or relating to this
Agreement,its interpretation,performance,or the breach,termination or validity thereof,the relationships which
result from this Agreement,including,to the full extent permitted by applicable law,limitations of liability,
indemnity,and relationships with third parties,JAVS advertising,or any related purchase or service SHALL BE
RESOLVED EXCLUSIVELY AND FINALLY BY BINDING ARBITRATION ADMINISTERED BY THE
NATIONAL ARBITRATION FORUM(NAF)under its Code of Procedure then in effect(available via the
Internet at http://www.arb-forum.com/,or via telephone at 800-474-2371).
ACCEPTED BY CUSTOMER ACCEPTED BY JAYS
Jefferson County Superior Court Justice AV Solutions
*ktl.�\ . ,Signature eA/1 sQ.v/'A-- Signature
Name Nordstrom Name Megan Molnar
Title Court Adn inauator Title Contract Administrator
Date // 4. / 7 Date October 20,2021
Phone# Phone
Phone Phone# 502.489.5118
(360)835-9395
Email snordstrom@co.jefferson.wa.us Email Megan.molnar(tjays.com
ACCEPTED BY CUSTOMER SEAL:
JEFFERSON COUNTY BOARD OF COMMISSIONERS
Signature
Name Heidi Eisenhour
ATTEST:
Title Chair
Date
Carolyn Galloway Date
Clerk of the Board
Customer contact for scheduling of maintenance/repair
Name
Approved as to form oPly:
Sophie Nordstrom
Title Court Administrator ,'k
January 26,2022
Phone (360)835-9395 Philip C.Hunsucker Date
snordstrom@co.jefferson.wa.us Chief Civil Deputy Prosecuting Attorney
Email
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,ocuSign Envelope ID:DE23988C-8DA1-4E8E-B401-7CCD97F91EF2
ATTACHMENT B
Initial On-Site
PriorityExample
Level Response* Response**
Non-Recording System;inability to record audio; 1 Business 2 Business
Urgent inability to record judge,witness,or attorney Hour Days
microphone(s)
Faulty monitor,camera,microphone(other than Urgent 2 Business 3 Business
High Level examples),or system mode not critical to Hours Days
recording;publishing; secondary recorder;
Normal System adjustments to microphone or PA levels, 4 Business 5 Business
camera views,and user settings; Hours Days
Next scheduled
Su ortive Operational training or minor/preferred hardware 8 Business Preventative
PP or software user adjustments,video conference Hours Maintenance or
other higher-
level repair visits
*An"Initial Response"for the purposes of this Agreement is when a service ticket is
opened and acknowledged by JAVS help desk or JAYS Safeguard Technician.
**An"On-Site Response"for the purposes of this Agreement is the time from when JAVS help desk or
JAVS Safeguard Technician logs the ticket and when the JAVS Safeguard Technician arrives at the
Customer's agreed-upon appointment for the initial on-site repair.
6
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